Customer Intake & Administrative Coordinator

ServiceMaster Clean of Fraser Valley; Jacksonville (FL); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Competitive salary

Employee discounts

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Wellness resources

Job summary

Paul Davis Restoration in Appleton is seeking an Intake & Admin Coordinator to be the bridge between customers, insurance partners, and the operations team. You will ensure new restoration jobs are set up accurately and that clients receive exceptional service.

You will handle data entry, documents with Adobe Sign, routing projects, and day-to-day office tasks, while maintaining a calm, organized approach in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative or customer-service experience preferred.
• Experience in restoration, construction, insurance, or a service-based industry is a plus.
• Proficiency with Microsoft Office and ability to learn multiple software platforms.
• Valid driver’s license with an insurable driving record.

Responsibilities

• Receive and process new restoration assignments from customers, insurance companies, and referral partners.
• Gather and verify customer, claim, and property information to ensure accurate job setup.
• Create and maintain job files while entering data with exceptional accuracy.
• Route projects to the appropriate teams based on location, urgency, and job type.
• Monitor incoming calls, emails, and online portals to support timely response to new losses.
• Prepare electronic documents using Adobe Sign, including work authorizations, change orders, and Certificates of Satisfaction.
• Communicate professionally with homeowners, insurance representatives, and internal team members.
• Complete customer follow-up calls after projects are completed to gather feedback and encourage Google reviews.
• Enter deposits, process mail, order office supplies, and support day-to-day office operations.
• Assist with office events and other administrative projects that help keep the branch running efficiently.

Skills

Customer service

Organization

Attention to detail

Professional communication

Tech-savvy

Calm under pressure

Team player

Education

High school diploma

2+ years admin/office experience

Tools

Microsoft Office

Adobe Sign

Multiple software platforms

Job description

Benefits

• 401(k)
• 401(k) matching
• Competitive salary
• Employee discounts
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

Be the first reason customers trust us. When disaster strikes, every conversation matters.

At Paul Davis Restoration, we help homeowners and businesses recover from water, fire, storm, and other property damage. As the largest Paul Davis franchise in the country, we're expanding into our brand-new Appleton office and looking for an organized, customer-focused professional who thrives in a fast-paced environment and enjoys keeping everything running smoothly behind the scenes.

If you're someone who loves solving problems, staying organized, and making a positive first impression, we'd love to meet you.

What You'll Do

As our Intake & Admin Coordinator, you'll be the bridge between our customers, insurance partners, and operations team. You'll ensure new jobs are set up accurately, customers receive exceptional service, and our office operates efficiently every day.

In this role, you will:

• Receive and process new restoration assignments from customers, insurance companies, and referral partners
• Gather and verify customer, claim, and property information to ensure accurate job setup
• Create and maintain job files while entering data with exceptional accuracy
• Route projects to the appropriate teams based on location, urgency, and job type
• Monitor incoming calls, emails, and online portals to support timely response to new losses
• Prepare electronic documents using Adobe Sign, including work authorizations, change orders, and Certificates of Satisfaction
• Communicate professionally with homeowners, insurance representatives, and internal team members
• Complete customer follow-up calls after projects are completed to gather feedback and encourage Google reviews
• Enter deposits, process mail, order office supplies, and support day-to-day office operations
• Assist with office events and other administrative projects that help keep the branch running efficiently

We're Looking For Someone Who:

• Loves helping people and providing outstanding customer service
• Is highly organized and enjoys managing multiple priorities at once
• Has exceptional attention to detail and takes pride in accurate work
• Communicates professionally both over the phone and in writing
• Learns new technology quickly and is comfortable working across multiple software systems
• Stays calm, adaptable, and solution-oriented in a fast-paced environment
• Enjoys supporting a team and contributing wherever needed

Qualifications

• High school diploma or equivalent required
• Two or more years of experience in an administrative, customer service, intake, dispatch, call center, or office support role preferred
• Experience in restoration, construction, insurance, or another service-based industry is a plus
• Proficiency with Microsoft Office and the ability to learn multiple software platforms
• Valid driver's license with an insurable driving record

Why Paul Davis?

When you join Paul Davis Restoration, you're joining a company built on teamwork, accountability, and helping people during some of the most challenging moments of their lives.

Work Hours: Monday-Friday schedule (7:30 AM-3:30 PM)

If you enjoy keeping things organized, helping people, and being an essential part of a high-performing team, we'd love to hear from you. Apply today and help us build something great in Appleton!

Paul Davis Restoration does not discriminate on any unlawful basis. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status, or any other status protected by law.